SAMPLE POLICY WORK

– Oversee day-to-day record keeping within their own departments. – Ensure that every staff member creates and updates records according to established protocols. – Review record keeping logs during supervision sessions to identify areas for improvement. – Communicate any issues with record management to the Quality Assurance Team. • Key Actions: – Conduct periodic cross-checks to ensure data accuracy and completeness. – Provide guidance and additional training to staff where deficiencies are identified. Create, update, and verify all records promptly and accurately using designated electronic systems. – Adhere strictly to documentation protocols, including using standardized templates and following the established timelines. – Report technical or procedural issues affecting record keeping immediately to the supervisor. • Key Actions: – Complete and submit daily logs, progress notes, and incident reports as per the guidelines. – Maintain confidentiality and manage sensitive information responsibly. Direct Support, Clinical, and Administrative Staff • Responsibilities: – Maintain the centralized digital record keeping system, ensuring high levels of security, accessibility, and reliability. – Oversee backup procedures, encryption, and data recovery protocols. – Track system usage and generate automated reports on data integrity. • Key Actions: – Monitor and upgrade IT infrastructure as required. – Provide technical support and troubleshoot any issues that compromise effective record keeping. IT and Records Management Personnel • Responsibilities: –

Quality Assurance and Compliance Teams • Responsibilities: –

Conduct regular audits and monitor adherence to record keeping policies across all departments. – Evaluate the consistency and accuracy of records and provide corrective recommendations.